UHD / Administration and Finance / Business Affairs / Business Affairs, Budget and Procurement Key Dates
Business Affairs, Budget and Procurement Key Dates
| Item | Date | Day | Time | Description | Send To |
|---|---|---|---|---|---|
| 1 | 6/28/2023 | Wed | 5:00 PM | Deadline for submitting FY23 payroll reallocations for paychecks which posted from September through May 2023 BOB/1074 reports. Deadline for clearing up negative cost center Budget Balance Available (BBAs) and negative cash (ledger 9) on all reports as of May 31st. | Budget Office |
| 2 | 06/30/23 | Fri | 5:00 PM | Open Market Purchases (Bids $25K and above) for FY23. All purchase requisitions (HEAF and local) of supplies or equipment for which the total cost shall exceed $25,000, including freight charges. Exceptions are possible but must be approved by the Procurement Department. | Procurement |
| 3 | 07/03/23 | Mon | 5:00 PM | HR emails each College/Division Administrator a list of employees in their college/division that are at risk of losing vacation at the end of FY23. CDAs should notify the affected employees. An updated list will be sent on August 1st. | CDAs |
| 4 | 07/10/23 | Mon | 8:00 AM | Departments can begin creating and submitting FY24 requisitions, which should only be for goods and services to be received and paid for in FY24. (Acctg/Req. Date = 09-01-23) | Procurement |
| 5 | 07/10/23 | Mon | 8:00 AM | Departments can begin creating and submitting all FY24 vouchers, which should only be for goods and services to be received and paid for in FY24. (Acctg/Req/Goods Rec Dates = 09-01-23 or after) | Accounts Payable |
| 6 | 07/14/23 | Fri | 5:00 PM | Petty cash and change fund custodians who want to renew their fund for FY24 can email Addendum A, Overage/Shortage Reports for the past 12 months (Addendum D), the most recent Audit/Review Report, and a justification memo for renewing their fund to General Accounting. The deadline to send all documents for FY24 fund renewal is Aug 15th. | General Accounting |
| 7 | 07/14/23 | Fri | 5:00 PM | General Accounting will email Division Administrators a list of employees who have Finance System access (spreadsheet). College/Division Administrators (CDAs) should review the Finance System access list and return required information to Ting by July 31st. If Finance System access needs to be added or removed, a UHS Finance System Access Form (found on the Business Affairs page) must be submitted to Ting Zhang. | General Accounting |
| 8 | 07/24/23 | Mon | 5:00 PM | Deadline for submitting FY23 requisitions of $25K or less that requires informal bidding. | Procurement |
| 9 | 07/24/23 | Mon | 5:00 PM | Purchase requisitions for the lease or rental of equipment (renewal), which shall begin September 1, 2023, must be received by July 24, 2023 (including copy machines and cell phones). | Procurement |
| 10 | 07/26/23 | Wed | 5:00 PM | Deadline for submitting FY23 payroll reallocations for paychecks which posted on June 2023 BOB/1074 reports. Deadline for clearing up negative cost center Budget Balance Available (BBAs) and negative cash (ledger 9) on all reports as of June 30th. | Budget Office |
| 11 | 07/28/23 | Fri | 5:00 PM | P-card FY23 deadline - To ensure the use of FY23 funds and allow vendors a few days to post all charges to the accounts, charges should be made on your p-card no later than July 28th. Charges made July 29th through August 3rd may post using FY24 funds. | Procurement |
| 12 | 07/31/23 | Mon | 5:00 PM | Deadline for College/Division Administrators to submit the Finance System Access information to General Accounting. | General Accounting |
| 13 | 07/31/23 | Mon | 5:00 PM | FY23 Department Fraud Risk Surveys due to Business Affairs. | Business Affairs |
| 14 | 08/01/23 | Tues | 5:00 PM | Department Business Administrators verify FY24 budgets loaded correctly. Report problems to the Budget Office. | Budget Office |
| 15 | 08/01/23 | Tues | 8:00 AM | College/Division Administrators begin updating FY24 Baseline Standards and notify the appropriate party. Deadline is August 8th. | CDAs |
| 16 | 08/01/23 | Tues | 5:00 PM | HR emails each College/Division Administrator an updated list of employees in their college/division that are at risk of losing vacation at the end of FY23. CDAs should notify the affected employees. | CDAs |
| 17 | ,08/04/23 | Fri | 8:00 AM | Departments can begin creating and submitting FY24 ePRFs (estimate). | HR and Budget Office |
| 18 | 08/08/23 | Tues | 5:00 PM | Deadline for College/Division Administrators to update FY24 Baseline Standards and notify the appropriate party. | CDAs |
| 19 | 08/09/23 | Wed | 5:00 PM | Deadline for submitting FY23 payroll reallocations for paychecks that include ledger 1 cost centers on ANY portion. Due to prior deadlines, these should only be for July and August payroll. | Budget Office |
| 20 | 08/10/23 | Thrus | 5:00 PM | Deadline for submitting state vouchers, travel vouchers, contract work flow vouchers, receiving reports, PO invoices and wire transfer requests to AP for FY23 payment. | CDAs |
| 21 | 08/11/23 | Fri | 5:00 PM | Deadline for departments to finalize/close purchase orders. | Procurement |
| 22 | 08/14/23 | Mon | 5:00 PM | Deadline for submitting FY23 ePRFs (estimate). | HR and Budget Office |
| 23 | ,08/15/23 | Tues | 5:00 PM | Deadline for petty cash and change fund custodians who want to renew their fund for FY24 to upload Addendum A, Overage/Shortage Reports for the past 12 months (Addendum D), the most recent Audit/Review Report, and a justification memo to email General Accounting. | General Accounting |
| 24 | 08/22/23 | Tues | 5:00 PM | Deadline for submitting local vouchers, travel vouchers, contract work flow vouchers, receiving reports, PO invoices and wire transfer requests to AP for FY23 payment. | Accounts Payable |
| 25 | 08/23/23 | Wed | 5:00 PM | Deadline for submitting August (period 12) payroll reallocations for paychecks that include ledgers 2-5 & 7 cost centers. Due to prior deadlines these should only be for July and August payroll. | Budget Office |
| 26 | 08/25/23 | Fri | 8:00 AM | AP will run a batch process to delete or close credit vouchers that are not offset against payments. | Accounts Payable |
| 27 | 08/25/23 | Fri | 3:00 PM | Deadline for departments to convert all unprocessed (without final AP approval) FY23 vouchers to FY24 by changing the Accounting Date and Scheduled Due Date to 09-01-23 and budget checking the voucher. FY23 vouchers, not updated, will be deleted at 5:00PM today. | N/A |
| 28 | 08/25/23 | Fri | 5:00 PM | Deadline for submitting local SC vouchers to General Accounting for FY23 payment. | General Accounting |
| 29 | ,08/30/23 | Wed | 5:00 PM | Deadline for departments to convert all unprocessed (without final General Accounting approval) FY23 SC vouchers to FY24 by changing the Accounting Date and Scheduled Due Date to 09-01-23 and budget checking the voucher. FY23 SC vouchers, not updated, will be deleted at 5:00PM today. | General Accounting/Accounts Payable |
| 30 | 08/31/23 | Thurs | 8:00 AM | No voucher creation today so that it does not interfere with the PO carry forward process. Also, departments should not attempt to finalize or partialize PO vouchers on August 31, as this will interfere with the PO carry forward process as well. | N/A |
| 31 | 08/31/23 | Thurs | 8:00 AM | Departments should not create requisitions so that it does not interfere with the encumbrance process. | N/A |
| 32 | 08/31/23 | Thurs | 10:00 AM | Last FY23 local AP check printing for all campuses. | N/A |
| 33 | 08/31/23 | Thurs | 5:00 PM | Deadline for Department Property Custodians to submit ""Request for Authority to Remove Equipment from Campus"" (aka Off-Campus Form) to Property Management for FY23 for existing off-campus equipment. Initial requests to remove equipment from campus may be submitted to Property Management during the year but must be submitted prior to removal. | Property Management |
| 34 | 08/31/23 | Thurs | 5:00 PM | Deadline for College/Division Administrators to submit the FY24 ""Designation of Property Custodian Form"" to Paul Tichenor. | Property Management |
| 35 | 09/01/23 | Fri | 8:00 AM | Departments can begin journal entries for period 998. | General Accounting |
| 36 | 09/01/23 | Fri | 10:00 AM | First FY23 check run for local fund AP checks. | Accounts Payable |
| 37 | 09/08/23 | Fri | Row 44, Col 4 | Target close date for period 12. The actual close date will be announced via email. | General Accounting |
| 38 | 09/11/23 | Mon | 10:00 AM | After August (period 12) closes, Budget Office will email deficit cost center balances where appropriate to Business Administrators. Business Administrators should coordinate transfers to remove deficits where possible by September 21st (last day to submit journal entries for period 998). | Business Administrators |
| 39 | 09/11/23 | Mon | 5:00 PM | Deadline for submitting vouchers to Accounts Payable with a Goods Receipt Date prior to September 1, 2023 in order to be accrued in FY23, period 998. | Accounts Payable |
| 40 | 09/18/23 | Mon | 5:00 PM | Finance posts AP accruals in period 998, FY23, to department cost centers based on UHS_AP_VOUCHERS_TO_ACCRUE query. All vouchers posted Sept 1-15 with a Goods Received Date before Sept 1 will be accrued, except for grant cost centers. | Accounts Payable |
| 41 | 09/18/23 | Mon | 5:00 PM | Finance posts AP accrual reversal in period 1, FY23. | Accounts Payable |
| 42 | 09/20/23 | Wed | 5:00 PM | Deadline for submitting 998 payroll reallocations for paychecks that include ledger 2-5 & 7 cost centers to Budget Office. Due to prior deadlines, these should only be for August payroll. | Budget Office |
| 43 | 09/21/23 | Thurs | 5:00 PM | Deadline for submitting 998 GL journals to General Accounting, including journals for FY23 P-Card and Transaction Correction Requests. | General Accounting |